We may collect personal information from Users in a variety of ways, including, but not limited to, when Users visit our Site, register on the Site, and in connection with other activities, services, features or resources we make available on our Site. Users may be asked for personal data, as appropriate, which will include Users’ name, email address, phone number and organization information. We will collect personal information from Users only if they consent voluntarily to submit such information to us. Users can always refuse to supply personal information or withdraw their consent for us to process that information at any time, except that it may prevent them from engaging in certain Site related activities.
All personal data provided to us is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with our obligations and safeguard Users rights under the EU Regulation 2016/679 – the General Data Protection Regulation (known as “the GDPR”) at all times.
Our use of personal data will always have a lawful basis, either because it is necessary for our performance of a contract with a User, because that User has consented to our use of their personal data (e.g. by subscribing to emails), or because it is in our legitimate interests to do so.
Users may access certain areas of our Site without providing any personal data at all. However, to use all features and functions available on our Site, Users may be required to submit or allow for the collection of certain data.
Users have the right to withdraw their consent to us using their personal data at any time, and to request that we delete it.
- be informed about our collection and use of personal data;
- have access to the personal data we hold about them;
- rectification if any personal data we hold about them is inaccurate or incomplete;
- restrict (i.e. prevent) the processing of your personal data;
- data portability (obtaining a copy of their personal data to re-use with another service or organisation);
- object to us using their personal data for particular purposes; and
- rights with respect to automated decision making and profiling.
As is true of most websites, we gather certain information automatically. This information may include Internet protocol (IP) addresses, browser type, Internet service provider (ISP), referring/exit pages, the files viewed on our Site (e.g., HTML pages, graphics, etc.), operating system, date/time stamp, and/or clickstream data to analyze trends in the aggregate and administer the Site.
If combined with other information we know about Users from previous visits to our Site, the data possibly could be used to identify them personally, even if such Users are not signed in to our Site.
- to track how our Site is used by Users;
- to record whether Users have seen specific messages we display on our Site;
- to keep Users signed into our Site;
- to record User’s answers to surveys and questionnaires on our Site while they complete them; and
- to record the conversation thread during a live chat with our support team
How we use collected information
We may collect and use Users’ personal information for the following purposes:
- To improve customer service
Information Users provide helps us respond to their customer service requests and support needs more efficiently.
- To personalize user experience
We may use information in the aggregate to understand how our Users as a group use the services and resources provided on our Site.
- To improve our Site
We may use feedback Users provide to improve our products and services.
- To process payments
We may use the information Users provide about themselves when placing an order only to provide service to that order. We do not share this information with outside parties except to the extent necessary to provide the service.
- To run a promotion, contest, survey or other Site feature
To send Users information they agreed to receive about topics we think will be of interest to them.
- To send periodic emails
We may use the email address to send User information and updates pertaining to their order. It may also be used to respond to their inquiries, questions, and/or other requests. If User decides to opt-in to our mailing list, they will receive emails that may include company news, updates, related product or service information, etc. If at any time the User would like to unsubscribe from receiving future emails, we include detailed unsubscribe instructions at the bottom of each email or User may contact us via our Site at the SMTP2GO Contact Page.
We will not, however, send Users any unsolicited marketing or spam and will take all reasonable steps to ensure that we fully protect Users’ rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
How we protect User information
The security of both our customers’ data and any 3rd party data we process on their behalf is very important to us. All personal data will be processed and stored by us safely and securely for no longer than is necessary in light of the reason for which it was first collected by us. We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorized access, alteration, disclosure or destruction of Users personal information, username, password, transaction information and data stored on our Site. We follow generally accepted standards to protect the personal information submitted to us, both during transmission and once it is received. If a User has any questions about the security of their personal information, they can contact us at firstname.lastname@example.org
Sensitive and private data exchange between the Site and its Users happens over a SSL secured communication channel and is encrypted and protected with digital signatures. No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, we cannot guarantee its absolute security. If a User has any questions about security on our Site, they can contact us at the SMTP2GO Contact Page.
Sharing User personal information
We may sometimes use third party data processors that are located outside of the European Economic Area (“the EEA”) (the EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein). Where we transfer any personal data outside the EEA, we will take all reasonable steps to ensure that Users’ data is treated as safely and securely as it would be within the EEA and under the GDPR.
In certain situations, we may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements. We may also disclose personal information as required by law, such as to comply with a subpoena, or similar legal process when we believe in good faith that disclosure is necessary to protect our rights, protect Users’ safety or the safety of others, investigate fraud, or respond to a government request, to any other third party with the relevant User’s prior consent to do so.
If we are involved in a merger, acquisition, or sale of all or a portion of its assets, Users will be notified via email and/or a prominent notice on our Site of any change in ownership or uses of their personal information, as well as any choices they may have regarding their personal information.
Accessing User data
Upon request we will provide Users with information about whether we hold any of their personal information. If a User’s personal information changes they may correct, update or amend it by making the change on their account settings page. If a User no longer desires our service, or wishes to request any changes to their personal data directly, they may do so at the SMTP2GO Contact Page or by contacting us by email or postal mail at the contact information listed below. We will respond to User request to access within 30 days.
We acknowledge that Users have the right to ask for a copy of any of their personal data held by us (where such data is held). Under the GDPR, no fee is payable, and we will provide any and all information in response to a User’s request for their data free of charge. Please contact us for more details using the contact information below.
We have no direct relationship with the individuals whose personal data we process on behalf of our Users. An individual who seeks access, or who seeks to correct, amend, or delete inaccurate data should direct their query to the relevant User (the data controller)
We will retain User information, and the information we process on behalf of Users as our customer, for as long as a User account is active or as needed to provide our services. We will retain and use this information only as long as is necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
Information related to 3rd party data collected through our services
We collect information under the direction of our customers and have no direct relationship with the individuals whose personal information our customers process. An individual who seeks access, who seeks to correct, amend, or delete inaccurate data or withdraw consent to further contact from a User should direct their query to the our customer whom they interact with directly (the data controller). If that customer requests that we remove the data in question, we will respond to their request within 30 days.
Storage of email data
Our operators and compliance personnel may need to review email communications sent by any User, whether or not they are addressed to us, if we become aware of possible breaches of the terms of service, including sending spam. This is only to be conducted in exceptional circumstances, if there is a strong suspicion that a User may have breached the terms of service. One email per one thousand sent is securely stored for such a purpose, for a period of 35 days, before deletion. We can disable such storage for trusted accounts, upon request. Email headers for all emails are kept for 35 days before deletion and can be viewed in the User’s control panel.
Storage of personal data
Personal data for Users located within the EEA will only be stored by us within the EEA.
We have taken all suitable measures to safeguard and secure personal data collected through our Site.
Third party websites
Our Site offers a publicly accessible blog. Users should be aware that any information they provide in these areas may be read, collected, and used by others who access them. To request removal of User personal information from our blog or community forum, Users should contact us at the SMTP2GO Contact Page. In some cases, we may not be able to remove personal information, in which case we will let the User know if we are unable to do so and why.
We display personal testimonials of satisfied customers on our Site in addition to other endorsements. With User consent we may post their testimonial along with their name. If a User wishes us to update or delete their testimonial, they can contact us at the SMTP2GO Contact Page.
We may provide Users with the opportunity to participate in contests or surveys on our Site. If Users choose to participate, we will request certain personal information from them. Participation in these surveys or contests is completely voluntary and Users therefore have a choice whether or not to consent to disclose this information. The requested information typically includes contact information (such as name and shipping address), and demographic information (such as zip code). We will only keep this information for as long as necessary as made clear at the time that it is provided, and we shall delete the information after the relevant time.
User acceptance of these terms
96-106 Manchester Street, Christchurch 8011, New Zealand
This document was last updated on July 23, 2023